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2 Cisco and the Cisco Logo are trademarks of Cisco Systems, Inc. and/or its affiliates in the U.S. and other countries. A listing of Cisco's trademarks can be found at go/trademarks. Third party trademarks mentioned are the property of their respective owners. The use of the word partner does not imply a partnership relationship between Cisco and any other company. (1005R) 2011 Cisco Systems, Inc. All rights reserved. OL

7 1 Getting Started This chapter provides an overview of this document and basic information about your Cisco Small Business Pro IP phone. It contains the following sections: About This Document, page 1 Overview of the Cisco SPA 504G, page 3 Understanding Your Phone s Lines and Buttons, page 4 About This Document This guide describes the concepts and tasks necessary to use and configure your Cisco Small Business Pro IP Phone. Cisco Small Business Pro IP Phone SPA 504G User Guide (SIP) 1

8 Getting Started About This Document 1 This document describes using the Cisco SPA 504G with the 8x8 Virtual Office. Organization This table describes the contents of each chapter in this document. Title Description Chapter 1 Getting Started A description of this book and an overview of the Cisco Small Business Pro IP Phones. Chapter 2 Installing Your Phone How to connect and install your phone. Chapter 3 Using Basic Phone Functions How to perform basic phone tasks, such as placing and answering calls, transferring calls, setting up call forwarding, and picking up calls. Chapter 4 Using Advanced Phone Features How to perform advanced phone tasks, such as configuring, speed dials, and ring tones. Chapter 5 Using the Web Interface How to log in to and use the phone s web user interface. Appendix A Where to Go From Here Lists of and links to related documentation. Cisco Small Business Pro IP Phone SPA 504G User Guide (SIP) 2

9 Getting Started Overview of the Cisco SPA 504G 1 Overview of the Cisco SPA 504G The Cisco SPA504G is a full-featured VoIP (Voice over Internet Protocol) phone that provides voice communication over an IP network. The phone provide traditional features, such as call forwarding, redialing, speed dialing, transferring calls, conference calling and accessing voice mail. Calls can be made or received with a handset, headset or over a speaker. IP phones also have special features not available in traditional phones. The Cisco SPA504G containsan Ethernet port, or a port that allows them to be linked to the computer network. They also have an additional Ethernet port that allows a computer to be connected to the network through the IP phone. Unlike traditional phones, Cisco Small Business Pro IP phones require a separate power source. You can power the phones by connecting them to a switch that provides Power over Ethernet (PoE), or by using an optional PA100 power adapter. The Cisco SPA 504G has the following features: 128 X 64 monochrome LCD with backlight 4 lines 4 dynamic softkeys 4-way navigation button Cisco Small Business Pro IP Phone SPA 504G User Guide (SIP) 3

10 Getting Started Understanding Your Phone s Lines and Buttons 1 Understanding Your Phone s Lines and Buttons Use the following graphic and table to identify the parts of your phone. Phone Components Figure 1 Phone Components Numbered objects in the photo are explained in the following table. # Phone Feature Description 1 Handset Pick up to place or answer a call. 2 Message Waiting Indicator Displays solid red when you have a new voice mail message. Flashes red during an incoming call. 3 LCD Screen Displays date and time, phone station name, line extensions, and softkey options. Cisco Small Business Pro IP Phone SPA 504G User Guide (SIP) 4

11 Getting Started Understanding Your Phone s Lines and Buttons 1 # Phone Feature Description 4 Line keys Indicates phone line status. When lit: Green: Line is idle. Red (steady): Line is active or in use. Red (blinking): Line is on hold. Orange: Line is unregistered (cannot be used). These keys can also be programmed by your phone system administrator to perform functions such as speed dial, call pickup, or monitoring an extension. 5 Softkey buttons Press a softkey button to perform the action shown on the label on the LCD screen above. 6 Navigation button Press an arrow key to scroll left, right, up, or down through items shown on the LCD screen. 7 Messages button Press to access voice mail (must be set up by your phone system administrator). 8 Hold button Press to place a call on hold. 9 Setup button Press to access a menu to configure features and preferences (such as your directory and speed dials), access your call history, and set up functions (such as call forwarding). 10 Mute button Press to mute or unmute the phone. When phone is muted, the button glows red. A flashing mute button indicates the network connection cannot be found. 11 Volume button Press + to increase the volume and - to lower the volume of the handset, headset, speaker (when the handset is off the phone, or ringer volume (when the handset is on the phone). 12 Headset button Push to turn the headset on or off. When the headset is on, the button glows green. 13 Speaker button Push to turn the speaker on or off. When the speaker is on, the button glows green. 14 Keypad Use to dial phone numbers, enter letters, and choose menu items. Cisco Small Business Pro IP Phone SPA 504G User Guide (SIP) 5

12 Getting Started Understanding Your Phone s Lines and Buttons 1 Softkey Buttons The softkey buttons on your phone display may vary depending on your phone model and the phone system setup. (Softkey buttons are not available on the Cisco SPA 501G.) Press the Right Arrow or Left Arrow keys on the navigation button to view additional softkey buttons. Below is a partial listing of softkey buttons that may be available on your phone. You may not have all of these softkey buttons on your phone, and you may have additional buttons that are not listed here. For example, your phone administrator may also provide custom softkey buttons on your phone, such as buttons that provide a speed dial to a company number, or that access a specialized program that runs on your phone. Contact your phone administrator for more information. Button Function << or >> Move left or right through an entry without deleting characters. activ add apps bxfer callpark cancel cfwd -cfwd clear conf conflx confserv delchr delete Activates screen saver mode. Add an entry. Accesses supported 8x8 Virtual Office applications. Performs a blind call transfer (transferring a call without speaking to the party to whom you are transferring the call.) Puts a call on hold at a designated park number. The call is parked on the line until you unpark it or the caller disconnects. Must be configured by your phone system administrator. Cancels any changes you have made (press before ok or save). Forwards all calls coming to your phone to a specified number. Clears call forwarding. Clears the entry. Initiates a conference call. Conferences active lines on the phone together. Dials into the 8x8 conference bridge. Deletes the last number or letter. Deletes an entire item (for example, a number from the Call History list). Cisco Small Business Pro IP Phone SPA 504G User Guide (SIP) 6

13 Getting Started Understanding Your Phone s Lines and Buttons 1 Button dial dir dnd -dnd edit endcall exit hold ignore intercom join lcr miss option record redial resume save select xfer xfer2vm y/n Function Dials a number. Provides access to phone directories. Do Not Disturb; prevents incoming calls from ringing your phone. Clears Do Not Disturb. Opens an item so that you can edit numbers or letters, or enable or disable a feature. Ends the call in progress. Closes a menu. Places a call on hold. Ignores an incoming call. Allows you to automatically connect to a remote extension. Joins the two calls in conference and drops you from the call. Dials the Last Call Received. Shows the Missed Calls list. Press this button to display options. To choose the displayed option, press OK. Records the call in progress. Displays a list of recently dialed numbers. Resumes a call that is on hold. Saves your changes. Selects the highlighted item on the LCD screen. Performs a call transfer. Transfers an active call to voice mail. Enters a submenu and when pressed, toggles between Yes or No to enable or disable an option. Cisco Small Business Pro IP Phone SPA 504G User Guide (SIP) 7

14 Getting Started Caring for Your Phone 1 Using Keypad Shortcuts When using the phone menus, you can use the keypad to enter the number shown next to the menu or sub-menu item on the LCD screen. For example, to obtain your IP address on the Cisco SPA 504G, press the Setup button and dial 9. The IP address is displayed on the Network screen. Caring for Your Phone The Cisco Small Business Pro IP phones are electronic devices that should not be exposed to excessive heat, sun, cold or water. To clean the equipment, use a slightly moistened paper or cloth towel. Do not spray or pour cleaning solution directly onto the hardware unit. Cisco Small Business Pro IP Phone SPA 504G User Guide (SIP) 8

16 Installing Your Phone Before You Begin 2 Before You Begin Before you install and connect your phone, verify with your System Administrator (if applicable) that the network is ready for the phone, read the safety notices, and make sure you have all the phone parts and documentation available. NOTE The RJ-11 port marked AUX is reserved for connection with the Cisco SPA 500S Attendant Console that works with the IP phones. It is not for use as a telephone line port.! CAUTION CAUTION: Do not plug a telephone line cord into the port marked AUX. Phone Connections The following photo shows where you need to connect parts of the phone. Figure 1 Phone Connections Cisco Small Business Pro IP Phone SPA 504G User Guide (SIP) 10

17 Installing Your Phone Connecting the Handset 2 Connecting the Handset STEP 1 Turn the phone body over to expose the ports on the back of the unit.! CAUTION Do not insert a telephone line cord into the auxiliary port. STEP 2 Insert the long end of the phone cord into the handset port on the phone body that is marked with a phone symbol. STEP 3 (Optional) Route the phone cord through the cable slot. STEP 4 Insert the other end of the phone cord into the port at the bottom of the handset (not shown). Installing the Stand (Optional) NOTE Do not attach the desk stand if you want to mount the phone to the wall. If you are attaching a Cisco SPA 500S attendant console, attach the console before attaching the desk stand. STEP 1 Connect the phone stand by lining up the tabs on the stand with the slots on the phone body. STEP 2 Slide the bottom tabs into the lower slots on the phone body and lightly press down on the stand. It should easily slide into the upper stand slots. Do not force. Cisco Small Business Pro IP Phone SPA 504G User Guide (SIP) 11

19 Installing Your Phone Mounting the Phone to the Wall (Optional) 2 STEP 1 To attach the Mounting Bracket (MB), align the two cleats on the MB with the holes in the phone s base. STEP 2 Orient the MB such that the phone s Ethernet and handset ports are accessible after installation. STEP 3 Push the MB onto the phone s base. Slide the MB upwards to lock it in place. Cisco Small Business Pro IP Phone SPA 504G User Guide (SIP) 13

20 Installing Your Phone Mounting the Phone to the Wall (Optional) 2 STEP 4 (Optional) If a Wi-Fi or PoE dongle is installed, place in the tray. Cisco Small Business Pro IP Phone SPA 504G User Guide (SIP) 14

22 Installing Your Phone Mounting the Phone to the Wall (Optional) 2 STEP 5 Hang onto screws mounted in the wall. Reversing the Handset Retention Tab If you mount the phone to a vertical surface, you must reverse the handset retention tab on the phone body so that the handset does not fall off the phone when it is placed on the cradle. STEP 1 Push the latch in. STEP 2 Slide the retention tab up until it detaches from the phone. Cisco Small Business Pro IP Phone SPA 504G User Guide (SIP) 16

23 Installing Your Phone Connecting the Power 2 STEP 3 Rotate the tab 180 and re-insert into the phone base. The tab now catches the slot in the handset when the handset is placed onto the cradle. Connecting the Power If you are using an external power source, insert one end of the power cord into an outlet and insert the other end of the power cord into the power port on the phone body. Cisco Small Business Pro IP Phone SPA 504G User Guide (SIP) 17

24 Installing Your Phone Connecting Your Phone to the Network 2 Connecting Your Phone to the Network If you are using an Ethernet connection: STEP 1 Insert one end of the Ethernet cable into the network port on the phone body marked SW. STEP 2 Insert the other end of the Ethernet cable into the appropriate device, such as a network switch, on your network. Connecting the Phone to the Wireless Network You can use the Cisco WBP54G Wireless-G Bridge for Phone Adapters to connect the IP phone to a Wireless-G network instead of the wired local network. NOTE This procedure requires the optional Cisco SPA 9000 Voice System IP Phone PA100 power adapter to provide power to the WBP54G. To connect your phone to the Cisco WBP54G: STEP 1 Configure the Cisco WBP54G using the Setup Wizard. See the instructions in the Wireless-G Bridge for Phone Adapters Quick Installation Guide, available on cisco.com. See Appendix A, Where to Go From Here, for a list of documents and locations. STEP 2 During the Setup Wizard process, connect the Ethernet network cable of the WBP54G to the back of the IP phone base station into the slot marked SW. See the Phone Connections graphic. STEP 3 Connect the power cable of the WBP54G to the power port on the IP phone base. STEP 4 Plug the IP phone power adapter into the power port of the WBP54G. STEP 5 Plug the other end of the IP phone power adapter into an electrical outlet. Cisco Small Business Pro IP Phone SPA 504G User Guide (SIP) 18

25 Installing Your Phone Connecting a PC to Your Phone (Optional) 2 Connecting a PC to Your Phone (Optional) To connect a PC to your phone (optional): STEP 1 To provide network access to a PC, connect one end of an additional Ethernet cable (not provided) to the PC port on the back of the phone body. See the Phone Connections graphic. STEP 2 Connect the other end of the Ethernet cable to the network port on your PC. Connecting Wired and Wireless Headsets (Optional) The IP phones support headsets from different manufacturers. For the latest supported models, contact your reseller. Additional information can be found at the manufacturer s websites: Each brand and type of headset may require different steps for connection. Consult the documentation for your particular headset for more information. In general, to connect a headset: Wireless Connect the headset s telephone cord into the telephone port on the back of the IP Phone. Wired headsets Connect the 2.5mm connector from the headset into the headset port on the right side of the IP phone as shown in the following graphic: Cisco Small Business Pro IP Phone SPA 504G User Guide (SIP) 19

26 Installing Your Phone Verifying Phone Startup 2 Verifying Phone Startup After receiving power and network connectivity, the phone executes a boot-up sequence. During this sequence, phones with screens display the Cisco logo and then Initializing Network. All of the lights on the phone will flash. After your phone is successfully connected to the network and receives a basic configuration, your phone line keys should glow green. The phone displays the standard menu for the phone. The date, name and number of the phone display on the top line of the LCD screen. At the bottom of the LCD screen, softkeys are displayed over their associated soft buttons. If the phone does not start, confirm your installation and connections. If these are correct, try unplugging the phone and plugging it back in again. If you still don t see the display, then contact your phone administrator or Internet Telephony Service Provider (ITSP). Cisco Small Business Pro IP Phone SPA 504G User Guide (SIP) 20

27 Installing Your Phone Upgrading Your Phone s Firmware 2 Upgrading Your Phone s Firmware Your phone ships with pre-installed firmware. However, later firmware versions may be available that add features and fix problems with your phone. You may need to upgrade your phone to the latest firmware for ideal performance.! CAUTION If you are using your phone with 8x8, do not upgrade your phone s firmware without consulting 8x8. 8x8 may automatically upgrade your phones without any action on your part necessary. Your phone ships with pre-installed firmware. If you modify the firmware on your own you may lose your ability to use your phone in conjunction with 8x8 service. If you are using your Cisco phone with 8x8, do not upgrade your phone s firmware without consulting 8x8 Support. 8x8 may automatically upgrade your phones without any action on your part necessary as new features become available that are compatible with your service. To upgrade your phone s firmware, do one of the following: Download the firmware from the Cisco website and install it from your PC. See the following section for instructions. Upgrade using the Cisco SPA 9000 Voice System Setup Wizard (if your phone is part of a Cisco SPA 9000 Voice System network). See the Cisco SPA 9000 Voice System Setup Wizard User Guide. Determining Your Current Firmware Version STEP 1 Press the Setup button. STEP 2 Scroll to Product Info and press select. STEP 3 Scroll to Software Version. The firmware version number is displayed. Download the Firmware Go to and enter the model number in the Software Search box. Save the firmware to your desktop. Cisco Small Business Pro IP Phone SPA 504G User Guide (SIP) 21

28 Installing Your Phone Upgrading Your Phone s Firmware 2 Get Your Phone s IP Address Before you upgrade, you ll need the IP address of the phone you are upgrading. To get your IP address: STEP 1 Press the Setup button. STEP 2 Scroll to Network and press select. STEP 3 Scroll to view Current IP. This is the IP address of your phone. Install the Firmware STEP 1 Extract the firmware onto your PC. NOTE If you are in a VPN connection, you may need to disconnect before proceeding so that your PC can communicate directly with your phone for the upgrade. STEP 2 STEP 3 STEP 4 STEP 5 STEP 6 Run the executable file for the firmware upgrade (for example, double click upg-spa exe). Click Continue after reading the message regarding upgrading and your service provider. Enter the IP address of your phone and verify the address of your PC. Click OK. The system displays information about your phone s current software and hardware. Click Upgrade to begin the upgrade. NOTE Do not disconnect your phone s power until the upgrade is complete (the lights on your phone are no longer blinking). STEP 7 Click OK to dismiss the status message of the upgrade. Cisco Small Business Pro IP Phone SPA 504G User Guide (SIP) 22

30 Using Basic Phone Functions Using Phone Hardware and Accessories 3 Setting or Changing a Phone Password, page 44 Accessing Voic , page 44 Recording Calls (Virtual Office Pro Users Only), page 44 Using Phone Hardware and Accessories Using the Speakerphone To use the speakerphone, press the Speaker button (the handset can be either on or off hook). Using the Headset with Your IP Phone Install the headset as described in the Connecting Wired and Wireless Headsets (Optional) section on page 19. NOTE Steps to use your headset with the IP phone may vary. Consult the user documentation for your headset for more information. To use a wired headset, press the Headset button on your phone and dial the number to place a call, or press the headset button to answer a ringing call. To use a wireless headset, lift the receiver off hook before speaking or listening through the headset. Switching Between the Handset/Headset/Speakerphone During a Call Any of these audio devices can be used during a call. Only one device at a time can be used. The handset can be on the hook when using the speakerphone or headset function. If switching from the handset to the speakerphone, make sure the speakerphone or headset light is illuminated before placing the handset back on the hook. (If you are switching from the handset to a wireless headset, however, do not replace the handset or you will disconnect the call.) Cisco Small Business Pro IP Phone SPA 504G User Guide (SIP) 24

32 Using Basic Phone Functions Adjusting Call Volume and Muting 3 Adjusting Call Volume and Muting You can also change call volume settings from your PC using the IP Phone Web Interface. See Adjusting Audio Volume section on page 59. Adjusting Call Volume To adjust the volume of the handset or speaker, lift the handset or press the Speaker button. Press + on the Volume button to increase the volume, or press - to decrease the volume. Press Save (except on the Cisco SPA 501G model) Adjusting the Ringer Volume To adjust the ringer volume, press the Volume button when the handset is on the phone and the speaker button is off. Press Save. Using Mute To mute the phone microphone, speaker, or headset microphone, press the Mute button on the phone. The button glows red. Press the Mute button again to unmute. If no audio device is on, pressing the Mute key has no effect. When switching from the speaker phone to the handset, mute is turned off automatically. Placing or Answering a Call NOTE You may have to dial a number or numbers to reach an outside line. Ask your phone administrator. To place or answer a call, do one of these: Pick up the receiver. Press the Speaker button. Cisco Small Business Pro IP Phone SPA 504G User Guide (SIP) 26

33 Using Basic Phone Functions Putting a Call on Hold 3 Press the Headset button. Press a green line button (to place a call) or a red flashing line button (to answer a call).. If you are on a call and another call comes in, press the flashing red line button or press the Hold button to place the call on hold and answer the incoming call. To return to the first call, press the line button for the call or select it using the Up or Down navigation button and press the Resume softkey. Using Dial Assistance If dial assistance is enabled, when placing calls, you ll see a list of matching recently dialed or received phone numbers on the screen after you begin dialing. If you want to choose one of these numbers: STEP 1 Use the navigation button to scroll down and highlight a phone number on the LCD screen. STEP 2 Press dial to complete the call. See Enabling Dial Assistance, on page 45 for more information on enabling this feature. Putting a Call on Hold To put a call on hold, press the Hold button. A series of beeps or music on hold plays for the caller to indicate that the call is on hold. Only one call can be active at a time. Pressing the Hold button places the active call on hold. Resuming a Call To resume the call, press the flashing red line button for the call or press the resume soft key. Cisco Small Business Pro IP Phone SPA 504G User Guide (SIP) 27

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